Objectif Lune PrintShop PrintShop Web 2.1 User guide

PrintShop Web

Administrator Guide

PrintShop Web Administrator Guide

Document version: PSW 2.1 R3250

Date: October, 2007

Objectif Lune - Contact Information

Objectif Lune Inc.

2030 Pie IX, Suite 500

Montréal, QC

Canada H1V 2C8

Tel.: 514-875-5863

Fax: 514-342-5294

www.objectiflune.com

To find an Objectif Lune office near you and for more information on our products and services, visit:

www.objectiflune.com

PrintShop Web Administrator Guide | 3

Table of Contents

PrintShop Web...........................................................................................................................................4

Benefits for you and your customers..........................................................................................................4

Features.......................................................................................................................................................5

What’s new in PrintShop Web 2.1..............................................................................................................6

Printflow processes.................................................................................................................................7

The PrintShop Web printflow process.........................................................................................................7

User roles.....................................................................................................................................................8

Customer roles............................................................................................................................................ 8

Roles within your organization....................................................................................................................9

What are publication types?.............................................................................................................10

What are web forms?................................................................................................................................10

Quick start guide....................................................................................................................................11

How to ....................................................................................................................................................... 12

Add companies..........................................................................................................................................13

Add departments....................................................................................................................................... 14

Add users...................................................................................................................................................15

Modify user info.........................................................................................................................................17

Assign users to a department...................................................................................................................18

Add publication types................................................................................................................................ 20

Assign a publication type folder to a department..................................................................................... 21

Set a custom skin for a company.............................................................................................................23

Modify a publication type folder................................................................................................................ 24

Add PDF documents to the publication type folder.................................................................................. 28

Delete documents from the publication type folder...................................................................................29

Modify the documents settings..................................................................................................................30

Select a detailed print job overview..........................................................................................................41

Adjust order status.................................................................................................................................... 43

Add a price to a quote request.................................................................................................................44

Print job output history.............................................................................................................................. 46

Preflight a document before printing.........................................................................................................47

Print a document.......................................................................................................................................48

Create PDF................................................................................................................................................49

Export data................................................................................................................................................ 50

Settings....................................................................................................................................................... 51

About…......................................................................................................................................................51

License.......................................................................................................................................................52

Web Design...............................................................................................................................................53

Currencies..................................................................................................................................................54

E-mail.........................................................................................................................................................56

Roles..........................................................................................................................................................62

Languages................................................................................................................................................. 74

Modules......................................................................................................................................................77

MIS integration...........................................................................................................................................77

Print Production integration.......................................................................................................................77

Output Folders...........................................................................................................................................78

Job options................................................................................................................................................ 79

Printers.......................................................................................................................................................80

Maintenance...............................................................................................................................................81

PrintShop Web Administrator Guide | 4

PrintShop Web

PrintShop Web is a modern and versatile software package which integrates workflow processes and

introduces a whole new way of thinking about your customers and their print jobs!

Benefits for you and your customers

PrintShop Web organizes the print flow processes of your customers and integrates these processes

seamlessly within your own production environment.

With PrintShop Web you can better serve your customers by:

•

simplifying your customers print order procedure

•

making it possible to create variable data print orders

•

providing a pre-flight and preview capability so your customer can verify what you will print

•

giving your customers the possibility to Print on Demand: create and order print work, 7 days a

week, 24 hours a day

•

safeguarding your customers corporate identity

•

providing your customers with web-entrance to the PrintShop Web System that matches the look

and feel of their corporate website

•

managing your customers documents, so they always use the latest version

•

costs lowering for your customers due the compact and efficient ordering and production methods

•

addressing each contact in their preferred language

The benefits for your own organization:

•

no training needed

•

no need to build your own web application

•

automatic e-mail notification whenever an order is placed on changes status

•

semi-automated quote process

•

customers produce and approve their own soft proofs

•

clear overview of all print orders in your organization and the status they have

•

export data possibilities

•

easy integration into MIS systems using XML

•

cost savings due the compact and efficient ordering and production methods

PrintShop Web gives your customers far more control and flexibility over print production.

PrintShop Web Administrator Guide | 5

Features

•

multi lingual:

•

Chinese (Simplified and Traditional)

•

Dutch

•

English

•

French

•

German

•

Italian

•

Japanese

•

Portuguese

•

Russian

•

Spanish

•

Turkish

•

with an option to add additional languages

•

intuitive, easy-to-use web interface

•

free PrintShop Mail design software included

•

automatically generates a web site for each customer

•

order and print PDF documents using the web

•

order and print variable documents using the web

•

simple print order procedure

•

real time preview, preflight and soft-proof

•

support for industry-standard optimized output formats:

•

Optimized Postscript

•

Creo VPS

•

Fiery Freeform

•

PPML/VDX

•

Xerox VIPP

•

extensive user management with custom rights management

PrintShop Web provides you with a state of the art package, enabling you to promote your own

company with unique selling points, with increased added value to your customer!

PrintShop Web Administrator Guide | 6

What’s new in PrintShop Web 2.1

PrintShop Web has several new features:

•

PrintShop Mail 6

PrintShop Mail 6 is now included as print and composition technology.

•

Crop PDF size softproof to layout size

The PDF softproof from N-up documents will now crop the PDF size to match the size of one single

object (one card) instead of matching the paper size.

•

Add watermark to softproof

In PrintShop Mail objects can be configured to be shown only during preview and in softproofs.

Designers may use this feature to show custom watermarks in PrintShop Web.

•

PrintShop Mail output can be printed to PDF

It is now possible to print to PDF.

•

Select default printer in the publish dialog

When publishing a document from PrintShop Mail to PrintShop Web the list of installed printers on

the server is shown, allowing the default printer for the document to be chosen.

•

Job options management

Apply custom job options to PDF previews and PDF output per document.

•

Set print permissions on PDF softproof

The print permissions for generated PDF softproofs can be controlled on a per document basis.

•

Re-order print jobs

Print buyers can re-order existing documents and have the option to change the contents (input

and/or database file).

•

Generic MIS connector

The built-in MIS connector outputs order information as XML files, which can be converted into

other formats or data structures by aplying XSLT style sheets.

•

Generic print production connector

The built-in print production connector outputs order information as XML file, which can be

converted into many other formats or data structures by aplying XSLT style sheets.

•

Action toolbar

The action toolbar for the order properties page makes the workflow process more intuitive and

user friendly.

•

Output history improvements

Stores and logs the output history from the operator.

•

Todays print jobs

The completed folder shows the print jobs that were completed today in a separate overview.

PrintShop Web Administrator Guide | 7

Printflow processes

The PrintShop Web workflow

The PrintShop Web printflow process

Designer

The Designer produces documents and publishes the documents to the web, taking into account any

corporate branding. Designers add companies and subsequently place the documents in a folder

specific to each individual company.

Production Manager

The production manager is able to make modifications to a web form, assigning documents to

departments and making documents available to users. The production manager automatically

receives an e-mail notification every time an adjustment to the job status is made.

Customer

Customers select documents, enter data, connect database-files to documents and order or release

print jobs. The customers are able to monitor their print job at any stage during the production process.

Production Manager

The production manager places any ordered print jobs in the In-plant folder. The operator prints and

on completion dispatches the print jobs. Either the customer or the printer marks the print job as

Completed.

Important: Screendumps are based on the default skin of PrintShop Web.

PrintShop Web Administrator Guide | 8

User roles

PrintShop Web has two main groups of users:

•

customers

•

people within your own organization

Each role has certain privileges assigned to it; therefore assigning a role to users determines not only

their level of authority but also the start-up screen they will be able to view when they log in.

In the PrintShop Web system nine pre defined roles are available. Five roles are intended for

customers. Four roles are on system level and intended for people within your own organization.

Customer roles

The five roles that can be assign to your customers, ordered from lowest (less rights) to highest (most

rights):

Customers

Customers have the lowest functionality and can:

•

create and order print jobs

•

request a quote

•

adjust the job status (on hold and shipping)

•

request an overview of print jobs

•

re-order print jobs

•

search for specific print jobs

Customers plus

Customers plus have the same privileges as customers and can also:

•

approve their own print jobs

Power user

Power users have the same privileges as customers plus and can also:

•

approve print jobs for users in the same company

Department manager

Department managers have control over one or several departments, have the same privileges as

power users and can also:

•

add, assign and delete users within the own department(s)

•

modify details within their department(s)

Company manager

Company managers have control over one company and its departments, have the same privileges as

department managers and can also:

•

add, assign and delete customers, customers plus, power users, department managers and

company managers within the company and within departments

•

add departments

•

assign publication types to a department

•

modify the company, departments and users settings

PrintShop Web Administrator Guide | 9

Roles within your organization

Within your own organization it is possible to assign four different user roles (functions), ordered from

lowest (less rights) to highest (most rights):

Designer

The Designer is responsible for manufacturing and managing the documents and is able to:

•

add new companies

•

add new publication types

•

modify and remove existing publication types

•

publish documents to PrintShop Web

•

modify settings of a web form

•

add operator instructions

Operator

The operator is responsible for taking print jobs in production and is able to:

•

send print jobs to the printer

•

adjust the job status (to approved, in plant, shipping or completed)

•

request an overview of print jobs

•

preflight print jobs

•

re-print a part of a print job

Production manager

This function is similar to that of an Order Planner. A production manager is able to:

•

adjust the job status (approved, in production, shipping, completed and on hold)

•

request an overview of print jobs

•

search for specific print jobs

•

add companies

•

add, assign and delete customer level users in a company or department

•

add, assign and delete operators and designers to a company and a department

•

define publication types within a company

•

add departments to a company

•

modify users, department and companies settings

•

set a price for quote request

•

add pricing information to publication types and documents

Administrator

The administrator manages all privileges previously mentioned and is able to:

•

delete users, departments, companies and documents

•

change system settings

•

define output folders

•

add the companies web design

•

change the pre defined user roles

•

connectivity management

•

job options management

•

enable/disable printers

The chapter Settings provides more information regarding user roles.

PrintShop Web Administrator Guide | 10

What are publication types?

A publication type is a folder in which documents for your customer are located. These publication

types’ folders can contain one or several documents, for example a Dutch and English-version of a

brochure. Each customer has his own publication types. The names of the publication type’s folders

are unique to each customer.

Pricing details and/or volume discount tables are linked to the publication type’s folders. Pricing details

and/or volume discount tables can apply to all documents which are in the publication types folder if the

inherit option is selected.

PrintShop Mail 5.2 or later (windows only) can publish PrintShop Mail documents to a publication

type folder in PrintShop Web. You can use the free designer version of PrintShop Mail for that. From

PrintShop Mail you can also add a new publication type folder as well.

The publication types overview shows all enabled and disabled publication types

What are web forms?

Web forms are used for documents that require user input. In this web form you can define the variable

data fields and the entry method for these fields. For example: a variable data field can be a plain text,

a pull-down menu, phone template or an image upload entry.

Therefore web forms specify what your customer sees and which fields require data entry when

selecting certain documents. The chapter Modify the documents settings (The user input fields window)

provides more information regarding modifying the web form settings.

PrintShop Web Administrator Guide | 11

Quick start guide

Perform the following steps to set up PrintShop Web:

1 After login as administrator click Settings in the menu bar and register your version of PrintShop

Web. Set the default system language and the default system currency. For more information see

the chapter Settings.

2 Add a company to the system. For more information see the chapter Add companies.

3 Add departments to a company if necessary. For more information see the chapter Add

departments.

4 Add users to a company and assign them to a department. For more information see the chapters

Add users and Assign users to a department.

5 Add publication types and assign them to a company and/or department. For more information

see the chapters What are publication types?, Add publication types and Assign a publication type

folder to a department.

6 Define user roles within your own company (Designer, Production Manager and Operator) and

assign these roles to the companies you have defined. For more information see the chapter Add

users.

7 The Designer can now publish documents to PrintShop Web and assign them to the companies

and the publication types folder that are in the system already. For more information see the

PrintShop Mail guide.

8 Edit the documents’ web form: define pricing details, add a volume discount table and enable the

document for the users. For more information see the chapter Modify the documents settings.

9 Setup e-mail messaging to communicate with your customers. For more information see the

chapter Settings.

10 Enable the company.

Your system is now ready for your customers to use. There are many other settings that can be

modified. Please read the manual for the possibilities.

PrintShop Web Administrator Guide | 12

How to ...

In this chapter all information can be found to add companies, add users to a company and other

company related items.

The PrintShop Web application is accessed through your web browser. Go to the URL:

http://<servername>.com or https://<servername>.com if the secure server is installed and type your

username and password. If you click on Login the following screen appears:

The welcome screen with extended menu bar

Each user has pre-determined privileges. Depending on their level of authority the user will see

different tabs in their menu, only the administrator will see all tabs.

These tabs enable the user to:

•

approve and order print jobs

•

request a price quote

•

adjust the job status

•

re-order print jobs

•

request detailed order information

•

execute a job search

•

export data

•

add companies, departments and users

•

define e-mail notification

•

manage documents

•

perform administrative tasks

PrintShop Web Administrator Guide | 13

Add companies

To add a company to the PrintShop Web system:

1 Click Companies

2 Click Add. The following screen appears:

Enter basic information about the new company

3 Enter basic information about the company

The company code is a unique code which can be used to link to your own administration or

ordering system, thereby easily linking PrintShop Web to your own ordering system.

4 Click Save. The company properties page is shown and on the right hand side a menu is displayed.

The menu allows management of the folowing items of the currently selected company:

•

users

•

publication types

•

web design

•

departments

5 Click Back to return to the companies overview.

Important: When users have been added to the company, a company contact person should be

selected in the pull-down-menu behind Contact person.

PrintShop Web Administrator Guide | 14

Add departments

Departments can be added to a company:

1 Click Companies

2 Select a company from the overview by clicking on the company name

3 Select Departments in the side menu

4 Click Add. The following screen should appear:

Enter basic information about the new department

5 Enter basic information about the department

The check boxes for Use company address are enabled by default; the system automatically takes

those addresses from the company. If this option is not required, please click in the check box to

eliminate the option, data entry then becomes manual.

6 Click Save. The department properties page is shown and on the right hand side a menu is

displayed. The menu allows management of:

•

users

•

publication types

for the department

7 Click Back to return to the department overview.

Important: When users have been added to the department, a department contact person

should be selected in the pull-down-menu behind Contact person.

PrintShop Web Administrator Guide | 15

Add users

Users can be added to every company:

1 Click Companies

2 Select a company from the overview by clicking on the company name

3 Select Users in the side menu

4 Click Add. The following screen appears:

Enter basic information about the new user in this screen

5 Enter required information. The user name is a unique name per company. Select a role, a

department and the language that the new user would like to use

6 Click Save. You have now added a user, which is added directly to the companies’ user overview.

When more users need to be added click Add again.

Each user needs to have a role assigned. Each role has pre-determined privileges. By assigning a role

to the user the level of authority is determined, which welcome screen will be seen and, dependent on

the level of authority, the user will see different tabs in their menu.

PrintShop Web Administrator Guide | 16

PrintShop Web distinguishes the following user roles:

•

customers

•

customers plus

•

power user

•

department manager

•

company manager

•

designer

•

operator

•

production manager

•

administrator

Select a department to which the user belongs. It is possible to assign users to more than one

department, hold the shift button and click all the departments to which the users belongs.

When selecting Languages, a pull-down-menu appears. Here you can select the language in which the

new user has to work. Each user can have his own language preference.

The type of Salutation can be set by selecting Formal or Informal. The choice applies to the welcome

screen and the e-mail notification.

Multiple users can be added by clicking Add, entering the data and clicking Save to store the data.

There is no limit to the number of users that can be added.

The selected contact person will be the contact person for the Printing Company regarding the ordered

print jobs. Read more about contact persons in the Settings chapter under E-mail of this guide.

Important: When users have been assigned to the departments, a department contact person

should be selected: click on Departments in the side menu, select a department from the

overview and click Edit. This will open the Edit department info window, where the correct

contact person can be selected from a pull-down-menu. Click Save to store the changes.

PrintShop Web Administrator Guide | 17

Modify user info

Each user can modify his own information:

1 Click Edit user info in the menu bar. The following screen appears:

Change user information in this screen

In this window users can change:

•

user name and/or password

•

language

•

name and address information

•

salutation

2 Click Save to store the changes.

It is possible to select here an other language than the language that must be selected on the login

window. The language here selected is used for the e-mail massage users received when a print job is

ordered or adjust status. The language selected in the login window defines the application language.

PrintShop Web Administrator Guide | 18

Assign users to a department

Users can be (re)assigned to a department:

1 Click Companies and select a company from the overview

2 Select Departments in the side menu and select a department from the overview

3 Select Users in the side menu. The following screen appears:

With the assign button users can be assigned to a department

4 Click Assign. The following screen appears:

Users can be assigned to a department

5 Select a user from the unassigned users list and click Assign or double click a name to assign.

The unassigned users are those users that are not part of the department. Only users with less

privileges than the user performing the assignment are shown

6 Click Save to store the changes. The assigned user(s) will be visible from the users overview of the

department.

PrintShop Web Administrator Guide | 19

Users can be added directly to a department:

•

click Companies and select a company

•

select Departments in the side menu and select a department

•

select Users in the side menu

•

click Add and fill in the required user info (see Add users)

Users who are added directly to a department can be (re)assigned to other departments at a later

stage.

PrintShop Web Administrator Guide | 20

Add publication types

Publication types can be added to every company:

1 Click Publication Type

2 Click Add. The following screen appears:

Give the publication type’s folder a name

3 Enter the name of the publication types folder and enter a product code. Select a company in the

pull-down-menu to which the publication type folder must be added

4 Click Save.

When the new publication type is created it is possible to modify the publication type folder. For more

information see What are publication types? and Modify a publication type folder.

Publication types can be added directly to companies as well:

•

click Companies and select a company

•

click Publication types in the side menu and click Add. The publication type is added directly to the

selected company

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Objectif Lune PrintShop PrintShop Web 2.1 User guide

Objectif Lune PrintShop PrintShop Web 2.1 User guide

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